Office Manager

What We Do

Utilus is a fast growing and highly ambitious software delivery company with a start-up mindset. We design, build, manage and operate highly scalable and complex software projects in the heart of the primary business processes of our clients, including Tennet, Greenchoice, Dura Vermeer and Nederlandse Loterij.

We are deeply embedded in the green energy sector, building real-time systems that manage thousands of energy-producing assets in the field, supporting  our clients to drive the transition to a more sustainable world. 

We believe in the universal truth that true transformation is only attainable if our clients are prepared to Do the work. That’s why at Utilus, we help our clients to
Do the work: by  developing an approach to improve and renew essential IT, all while keeping the client’s business running smoothly.

We take an honest and constructive approach, our two core values, to renewing and enhancing essential IT systems.

About the Role

As the Office Manager, you will play a key role in the daily heartbeat of Utilus.  In a growing, entrepreneurial environment, you ensure that the office runs smoothly, feels welcoming, and supports productivity — while also helping to shape our culture as we scale.

This is a hands-on role with a lot of ownership and variety. You will work closely with the Management Team and provide operational support to HR & Recruitment, contributing directly to employee experience, internal processes, and team connection.

You will act  as a central point of coordination for office operations, facilities and events, and you’ll thrive in an environment where things move fast, priorities evolve, and your impact is visible every day.

Key Responsibilities

Office Operations & Facilities

• Run the day-to-day office operations in a dynamic, fast-paced environment (including welcoming visitors, booking meetings, organisation team lunches)

• Manage office facilities (maintenance, repairs, cleaning, and coordination with building management and other service providers)

• Ensure the office is well organized, welcoming and fully operational at all times

• Manage office equipment, supplies and inventory

• Support office security, access control and emergency procedures

Executive Support & Administration

• Provide support to the Management Team, including coordinating and scheduling meetings and appointments

• Coordinate calendars, meetings and appointments

• Manage office communications (emails, phone, correspondence)

• Support document preparation and signing 

• Handle confidential information with care and professionalism

Events & Culture

• Plan and organize office events, team lunches, meetings and internal gatherings

• Actively contribute to a strong, energetic, and connected company culture

HR and Recruitment Support

• Coordinate onboarding and offboarding  to ensure a great employee and contractor experience

• Support HR & Recruitment with interview scheduling, contract preparation, and HR administrative tasks

What We Are Looking For

• Bachelor’s degree in Business Administration, Communications, or related field

• 2+ years of experience as an Office Manager, Executive Assistant, or similar role

• Experience in a start-up, scale-up, or fast-paced environment is a strong plus 

• A problem-solving, pro-active mindset -you see what needs to be done and take ownership

• Strong organizational skills and attention to detail

• Excellent communication and interpersonal skills

• Strong communication skills in both Dutch and English 

• Ability to multitask,  prioritize and adapt to change

• Comfortable working independently as well as collaboratively

• Proficiency in using office software and tools, including Google Workspace

• Trustworthy and discreet with sensitive information

What Offer

• Start-up culture with impact: A role where you can truly make a difference and grow with the company

• Collaborative environment : Work alongside brilliant minds, exchange ideas, and contribute to a dynamic and inclusive work environment

• Competitive compensation: Receive a generous salary package, including a yearly bonus 

• Work-life balance: Benefit from flexible working hours, and unlimited paid time off, allowing you to achieve harmony between your personal and professional life

• Personal budget for home office equipment 

• Catered and free lunch in the Utilus office 

• Personal budget for development and learning, as we embrace a growth mindset